2. Presenter’s Contact Information
Larry Klein
Procurement Services Group
Office of General Services
(518)
OGS Website

3. Agenda Welcome and Introductions Course Overview – Purchasing 101
General Information
Session Time
Hush Sounds
Ask Questions
Listen, Learn, and Enjoy

4. Discretionary Purchases
Not subject to State’s competitive bidding
requirements
$50,000 for most State agencies
$50,000 to $100,000 if purchased from NYS small
business, M/WBE or recycled/remanufactured
products
Guidelines on website at:
Discretionarypurchasingguidelines8-17.pdf

5. Discretionary Purchases
Under $50,000:
Procurement record must support
selection of vendor and reasonableness
of price
Must advertise in Contract Reporter
$15,000 - $50,000

6. Types of Contracting Vehicles
Purchase Orders
Purchase Authorization (PA) Contracts
Refer to Bulletin G 191
Contract Agreements
AC340

7. A mechanism that agencies can adopt
Quick Contracting
A mechanism that agencies can adopt
to have certain contracts processed
through OSC with a two-day turnaround
time
Refer to Bulletins G192 for commodities
Refer to Bulletins G201 For Services and
Equipment

8. Some Tips for a Successful Approval
Make sure that:
The transaction is correctly batched,
please review the new batch types –
G194
Your transaction is properly encumbered
and signed by an authorized signatory
All the required documentation is included
in the bid package

9. Agency Procurement Options
Purchase from NYS Certified M/WBE
Select from Preferred Sources
Purchase from OGS Contracts
Utilize Alternate Methods Available
Through OGS
Develop Own Purchasing Strategy

10. Preferred Sources Class Description
Thursday May 17, :00am – 10:00am Meeting Room 1
Class Description
This class will give you an overview of preferred source guidelines as well as help you identify and procure preferred source offerings. Representatives from the Preferred Sources will describe many examples of their offerings.

11. Correctional Services (Corcraft) – Commodities only
Preferred Sources
Commodities
Correctional Services (Corcraft) –
Commodities only
Industries for the Blind of New York State
(IBNYS)
NYS Industries for the Disabled (NYSID)
Buy “OMH”
Qualified Veterans’ Workshop

12. Equal Priority Accorded to: Industries for the Blind of New York
Preferred Sources
Services
Equal Priority Accorded to:
Industries for the Blind of New York
State (IBNYS)
NYS Industries for the Disabled (NYSID)

13. If product meets form, function and utility
Preferred Sources
If product meets form, function and utility
(i.e.: quality, quantity, delivery, packaging)
order should be placed with appropriate
preferred source
If product does not meet form, function
and utility, must document in
Procurement Record

14. Expedient – generally place an order No need to bid
OGS Contracts
Why Use OGS Contracts?
Expedient – generally place an order
No need to bid
No need for OSC or AG approval
(mini-bids may need OSC approval)
No need to advertise in Contract
Reporter

15. OGS Contracts Statewide Terms Filed Requirements Multi-State
Brand Bids
Continuous Recruitment
Piggyback
Negotiated
Back Drop

16. Filed Requirement Contracts
Covers specific delivery points and
estimated quantities
Guaranteed source of supply for critical
commodities
Agencies “file” their requirements prior to
establishment of contract
Contractual obligation to purchase
Examples include rock salt and fuels

17. Multi-State Contracts
Permits participation by NYS authorized
users as well as other entities
Contract administered by one of the
participating entities
Minnesota Multi-State Drug Contract
HIRE

18. Issuance of multiple contracts or a single
Brand Bid Contracts
Issuance of multiple contracts or a single
contract with multiple lots for different
brands of a similar product
Provides customer the widest selection of
products
Examples include printer contracts, copier
contract, mailing machines

19. Continuous/Periodic Recruitment
Used in long term contracts
Allows OGS/PSG to accept bids after
the bid opening, adding vendors after
the original award
Included in printers, microcomputers,
books and many service contracts, etc.

20. OGS Piggyback Agreements
OGS piggybacks onto existing contracts
developed by other governmental
agencies (federal, political subdivision or
other states) creating a NYS contract
Includes additional terms as they relate to
NY State procurement rules

21. OGS Negotiated Contracts
Established by agreements between OGS
and a vendor in lieu of issuing a bid
May include continuous/periodic
recruitment
Software and printer contracts are
negotiated contracts

22. Consists of a pool of pre-qualified
Backdrop Contract
Consists of a pool of pre-qualified
contractors who are eligible to participate
in the contract’s Mini-Bid process or other
specified selection process
Examples include elevator maintenance,
telephone PBX, and IT services

23. Discretionary Purchases MWBE Small Business Initiatives OGS or Less
Agency Strategies
Discretionary Purchases
MWBE
Small Business Initiatives
OGS or Less
Sole/Single Source

24. Continuous/Periodic Recruitment Emergency Purchases
Agency Strategies
Backdrop Mini-Bids
Piggybacks
Continuous/Periodic Recruitment
Emergency Purchases
Competitive Bids using IFB/RFP

25. “OGS or Less” language Allows purchase from other than State
contract if lower prices or terms are more
economically efficient to the State agency*
Contractor must be given opportunity to
match pricing
“OGS or Less” purchases must meet
requirements of law
*Contract must have
“OGS or Less” language

26. Sole Source Procurement
Where only one vendor can provide
the product/service required
Procurement record must explain:
- Unique nature of the requirement
- Basis for determining only one
vendor is able to meet needs
- Reasonableness of price

27. Single Source Procurement
Where two or more vendors can supply
product/service but selection of one is
based on expertise, previous experience,
etc.
Procurement record must explain:
- Alternatives considered
- Rationale for selecting specific
vendor
- Reasonableness of price

28. Terms & Conditions already in place Negotiating time saved
Backdrop Mini-Bids
Benefits
Terms & Conditions already in place
Negotiating time saved
Pre-qualified list of vendors
Contract Reporter advertisement not
required
AG approval not required

29. Contract established by NYS based on
Piggyback Contracts
Contract established by NYS based on
existing contracts developed by other
governmental agencies (federal, political
subdivision or other states)
Must obtain OGS approval
Guidelines available on OGS website at:
counc/pdfdoc/pgbguidelines.pdf

30. Continuous/Periodic Recruitment
Recommend that the vendor contact OGS
for addition to existing contract
Allows accepting bids after the bid
opening and adding vendors after the
original award

31. Agency head must approve waiver of competitive bidding requirements
Emergency Purchases
Agency head must approve waiver of
competitive bidding requirements
Must document nature of emergency;
potential effect on health, safety or
conservation of public resources; and
detailed description of commodities,
services and technology to be provided

32. Should make reasonable attempt to get at
Emergency Purchases
Should make reasonable attempt to get at
least three oral quotes with written
confirmation within a reasonable time
FAILURE TO PROPERLY PLAN IN
ADVANCE DOES NOT CONSTITUTE
AN EMERGENCY!

33. Competitive Bids Using IFB
Invitation for Bid (IFB) is most typically
used where requirements can be stated
and award will be made to the “lowest
responsive and responsible bidder(s)”
Typically used for commodities
Also used for many services and
technologies

34. Competitive Bids Using IFB
Lowest Price
Basis for Awarding Contracts for
Commodities
Low Bid “Meeting Specifications”
Price May Include Other “Costs”

35. Competitive Bids Using RFP
Request for Proposals (RFP) is used for
procurements where factors in addition to
cost are considered and weighted in
awarding the contract and when the
method of award is “best value”
Mostly used for services and technology
Used for complex procurements

36. Competitive Bids Using RFP
Best Value
Basis for Awarding Contracts for
Services (Including Technology)
Optimizes Quality, Cost and Efficiency
A weighted analysis is used to assess
price, technical submission, and
vendor qualifications

37. Questions and Answers ?

38. Presenter’s Contact Information
Larry Klein
Procurement Services Group
Office of General Services
(518)
OGS Website